PLEASE NOTE: This statement is also available to view online by clicking here.

• ScopeAll applicants who submit any personal details in support of an application for employment with the Knights of Old Group. 

 

1.  
2.  

• Responsibilities

 

1.  

        The GDPR Owners are responsible for ensuring that this notice is made available to all applicants prior to Knights of Old Group collecting or processing their personal data.

 

        The GDPR Owners and data protection representatives can be contacted directly here:

 

• Nick.bithell@knightsofoldgroup.com
• 01536 533 533

Colin.Vickers@knightsofoldgroup.com

• 01536 533 533

 

 

 

 

• Privacy notice

 

 

As a part of its recruitment activities The Knights of Old Group will collect personal data from applicants and this privacy notice will inform you about the types of personal data that we collect from you, the purpose for which we collect the data and the way that we process the data.

 

4. 4.   The Data that we will collect

 

As a part of your application we will collect your personal details such as your name and contact details and any other relevant information that you supply with your CV or application form. This information may be received directly by us or by a third party job board. We may obtain further information from you as a part of the recruitment process and this will primarily through interview questions or on occasion psychometric testing.

 

 

5. How we will use the Data that we collect

 

We will hold and review your personal infromation for the below legitimate business interests:

 

To consider your application for any vacancies in the Knights of Old Group of companies.

 

To release personal information to regulatory or law enforcement agencies, if we are required or permitted to do so.

 

To provide you with any information about the status of your application or provide further inforamation about the role or company.

 

To perform employment reference checking, qualification checking, criminal record checking (for certain roles).

 

6. The legal basis for processing the Data.

 

Legitimate business interest – we will process your personal data for the purpose of recruitment and selection only.

 

Consent – by consenting to our privacy notice you are consentimg to The Knights of Old group processing your data , you can withdraw your consent at any time by following the process below.

 

 

 

7. Retention period

 

Knights of Old Group will process personal data only for as long as is strictly necessary and will store your data for no longer than six months after the role advertised has expired. Your data will be held for six months in case we need to re appoint the role or in case there are any challenges to our recruitment process.

 

 

 

8. Your rights as a data subject

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

• Right of access – you have the right to request a copy of the information that we hold about you.
• Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
• Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
• Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
• Right of portability – you have the right to have the data we hold about you transferred to another organisation.
• Right to object – you have the right to object to certain types of processing.
• Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
• Right to judicial review: in the event that Knights of Old Group refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined below.

Should you wish to enforce one of the above rights please contact the GDPR owner below.

 

• Complaints 

 

1. In the event that you wish to make a complaint about how your personal data is being processed by Knights of Old Group , or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and Knights of Old Group’s data protection representatives GDPR Owner.

The details for each of these contacts are:

 

	GDPR Owner contact details	Supervisory authority contact details
Contact Name:	Nick Bithell	Information Comissioners Office
Address line 1:	Knights of Old Group
Address line 2:	Kettering Venture Park
Address line 3:	Kettering
Address line 4:	Northants
Address line 5:	NN15 6XU
Email:	Nick.bithell@knightsofoldgroup.com	www.ico.org.uk
Telephone:	01536 533 533	0303 123 1113

 

Workvine GDPR data management summary

PLEASE NOTE: This is a bullet point summary of our commitments and practices under the GDPR, the full statement can be found below.

Who are we and who sees your data

We are Workvine Ltd. We provide the software the recruiter uses to manage your application and are the primary "Data Processor" dealing with your application.

For direct recruiters, they are a "Data Controller", for agencies, depending on their recruitment practice, they may be a "Data Controller" (usually for temp role recruitment) or "Data Processor" (usually for permanent roles with an employer).

There may be other data processors involved in the process and you will be informed of their involvement. If we need to, we will ask you before providing these third parties with your data. Some third parties can be passed limited data about you without the need for consent.

• Data Controller - The Employer
• Data Processors - The people providing the software or a service to the Data Controller, including (but not limited to):
  • An Internet based applicant tracking software provider
  • Background checking services
  • Outsourced telephone interview service providers
  • Agencies providing recruitment services to the Employer

Information Gathered

When processing an application, we gather the following information as a minimum:

• Name
• E-mail address
• Postal address
• Telephone number
• (optional) Curriculum Vitae/Resume

This data is used to enable a recruiter to contact you about the vacancy you've applied to.

When you apply via a job board, sometimes, they send more information than we require. We store this extra information for auditing purposes only. This data may include prior work experience and other employment information you have provided to them in the past.

The Data Controller can ask for further information when processing your application using custom forms defined by them. Custom form data is only ever processed in relation to your application.

Consent and you

• We do not require consent before you make an application.
• The "Data Controller" only requires consent from you where they wish to process your data for reasons outside of the original reason you provided your information e.g. a reason not directly related to an application or talent pool, or passing data to a third party that processes your data for a reason that is unrelated to your application.
• We process all information provided for your application based on the consent level you set.
• Where you do not set consent, if your application progresses to a stage where consent is required, we will ask for it before proceeding.
• Any consent you give is on a per-application or per-employer basis depending on the reason for the consent.
• You can withdraw your consent at any time with no need to provide a reason.

Storing and protecting your data

• Your data is stored on servers provided by the Microsoft Azure platform in their European data centres.
• Your data is never sold for profit.
• Your data is never given to third parties without explicit permission from you except where there is a legitimate interest to do so in the process of evaluating your application. Such a third party would be a Background Checking service or similar.
• On application, if known, any third parties that will be involved in evaluating your application will be disclosed.
• Your data is stored on encrypted drives. (Encryption at rest)
• Access to your data is restricted to the Data Controller (The company recruiting for the role) and Hiring Managers associated with your applications.
• Our staff will only ever access your data if they are instructed to do so by you, the Data Controller, a legal request by a law enforcement agency or if an issue is detected with the system which requires data repair or removal.
• We will notify you of any changes made by the Data Controller to your core data including your name and contact details.
• You can always review your applications and see what data is held in full via the portal provided.
• You can export your data at any time.
• You can remove all your data at any time.

 

Complaints and requests for information

• Complaints and requests for information should in the first instance be directed to the Data Controller.
• As the Data Processor we provide tools allowing you to access and control all the data held by us for your applications using the portal provided.
• If you are unhappy with any aspect of the way in which your data is being held, you can raise the issue with us using our support portal.
• You also have the right to lodge complaints with the Information Commissioners Office.

 

For more details on any of these points, please refer to our full GDPR data management statement.

 

Talent pool

By submitting your details, your data will be added to a talent pool which will be used by recruiters to match you against any suitable vacancies that they may have now and in the future. When in the talent pool, you may receive occasional invitations to apply to vacancies from the employer to whom the talent pool belongs.

You can remove yourself from the talent pool at any time by removing your "application" to it using the Applicant Portal provided to you.

About your application process

There may be several stages of your application that allow us to process your data in an automated, semi-automated or manual way, each of which is described below.

Under Review

If you are shortlisted for a role, all of the data collected as part of your application up to that point may be made available to one or more hiring managers who will be involved in the decision making process for your application.

In the event of your application being direct to the employer, hiring managers are typically senior staff within the same company.

If this application is via a recruitment agency or other third party agent working on behalf of an employer, the hiring managers will be senior staff from the employers organisation.

Telephone Interview

During your application, we will want to speak to you on the phone.

You may be contacted by one of our recruiters or a third party agent acting on our behalf who will want to discuss the role with you and your reasons for applying. You may also be asked some specific questions that the employer has set out for the application process.

Workvine GDPR data management statement

Introduction

Workvine Ltd ("Workvine") takes the privacy and security of your information very seriously. This policy explains how and for what purposes we use the information collected about you via the Talentvine Talent Acquisition Platform (referred to below as the “TAP”).

Please read this data management policy carefully.

For the purposes of the GDPR, Workvine is classed as a Data Processor and processes your information on behalf of the Data Controller.

If you have any queries about the policy, please get in touch with us using the contact details set out here and we will do our best to
answer your questions.

Service Providers

Workvine uses the Azure platform from Microsoft to deploy its servers. All of the servers used by the Talentvine platform are restricted to physical locations based in the European Union.

Microsoft and its employees do not have access to any data stored on the Talentvine platform. However, restricted access may be required occasionally to assist with technical issues as they arise.

Personal information collected

The TAP is configurable on a client by client basis to collect any data they deem reasonable for the purposes of recruiting individuals to
open positions that they have.

The TAP requires a minimum of information to start an application which is set out below:

• Name
• E-mail address
• Postal address
• Telephone number
• (optional) Curriculum Vitae/Resume

The TAP may be configured by the client to request additional information from you in furtherance of your application.

Use of this information

The TAP uses the information you provide to assist our client in the management of the application.

Sharing this information

Where our client requires a third party to process your data, we will make the minimal amount of information available for the process to work. Your data may be shared with a third party as part of your application process for the purposes of telephone interview, assessment or background checks.

Security

We have implemented technology and policies to safeguard your privacy from unauthorized access and improper use. We use secure sockets, currently implementing the TLS v1.2 standard to encrypt any personal information you need to input before it is sent to us.

Your password is stored as a one-way hash (a special string of characters mathematically generated using your password as a starting point) using the SHA-512 hashing algorithm which does not contain any trace of your original password. When you login, we re-calculate the hash based on the password you provide and compare it with the hash we store.

All of your data is stored within encrypted databases and on storage mediums with encryption enabled. This is typically referred to as
encryption at rest.

 

Control over your information

As the data processor, we provide services and facilities that help you to manage your data and exercise your rights according to the GDPR.

These facilities are outlined below:

 

Your right to withdraw consent

At any time, you can access your application management portal and withdraw your consent for each application individually. When you withdraw consent, your application will still be processed but under the stricter "Legitimate Interest" clauses of the GDPR.

Your right to be forgotten

In addition to the ability to withdraw your consent for individual applications, you can at any time remove either individual applications or all of your data from Talentvine in your account. When you do this, anonymised copies of your applications are retained for reporting purposes.

Your right to complain

If you are unhappy with the way your data has been handled, you have the right to complain at any time. If you wish to make a complaint, please contact our Data Protection Officer via our Support portal by emailing clientsupport@workvine.co.uk. You also have the right to lodge complaints with the Information Commissioners Office. Please visit https://ico.org.uk/concerns/ for further information or to start a live chat. Alternatively, you may call the ICO on 0303 123 1113.

How we prevent duplicate applications

When you make your application, we store a one-way hash of your e-mail address against the vacancy to which you apply in order to detect and prevent duplicate applications. This hash is not connected to your personal data and will be retained if you remove an application or your entire account.

When you apply to a vacancy, we calculate a one-way hash of the e-mail address you provide and compare the hash against any previous hashes we have stored for that vacancy. If we find a match using this technique, we prevent the application from being made.

Updates to this Notice

We review the ways we manage your information in accordance with the guidelines and legal requirements set out by the GDPR and other relevant Data Protection acts. Because of these reviews we may change how we manage and store the information collected and who we share it with. Consequently, this privacy notice may be updated from time to time.

Contact

Contact us with your views about our privacy practices, or with any enquiry relating to your personal information. You can do so by sending an e-mail to the data officer or write to us at Unit 42 The Quarters, New Street, Hinckley, LE10 1QY.

Date : 12/Feb/2018